Refund Policy
This policy outlines how refunds and cancellations are handled for all Northspec Studio project engagements and retainer plans.
Effective date: March 18, 2026
Core Position
Northspec Studio provides highly specialized, custom engineering services including AI system implementation and automated workflow orchestration. Because our work involves immediate allocation of expert engineering capacity and architectural planning, our refund policy is firm.
All payments are non-refundable once work has begun.
Due to the nature of custom software, AI models, and automation logic, time and expertise are consumed immediately upon engagement. We do not sell "off-the-shelf" products that can be returned; we provide dedicated systems and expertise that cannot be recaptured.
Deposits & Milestone Payments
All project engagements require a commitment deposit (typically 50% of the project total) to secure architectural capacity. Deposits are strictly non-refundable once discovery or specification work has commenced.
Work Completed = Billable
Any work completed up to the point of a cancellation request is fully billable. If a project is cancelled mid-milestone, the client is responsible for all hours and resources allocated toward that milestone.
Retainer Payments
Monthly retainer payments are non-refundable once the billing cycle has started. Retainer capacity is provided on a "use-it-or-lose-it" basis and does not roll over. Cancellation of a retainer requires 30 days written notice.
AI & Automation Disclaimer
AI systems and automated workflows are dependent on third-party APIs, external data quality, and evolving model behaviors.
Outcomes from AI models (e.g., OpenAI, Anthropic) may vary and are not guaranteed to be error-free or 100% autonomous. Lack of satisfaction with AI-generated outputs or changes in third-party API behavior do not qualify for refunds. We address system performance through optimization and tuning within the project scope.
Client Responsibilities
Successful system implementation requires active client participation. The following circumstances explicitly do not qualify for refunds:
Delays caused by lack of communication or feedback
Failure to provide required data, assets, or credentials
Changes in business requirements or mindsets mid-project
Dissatisfaction with outcomes not defined in the SOW
Third-party system outages beyond Northspec control
Decisions to pivot or cancel the project internally
Refund Eligibility
Refunds may be considered only in the following circumstances:
Cancellation Before Work Begins
If a project is cancelled before any discovery, specification, or development work has commenced, a partial refund of the deposit may be considered at Northspec's discretion.
Northspec Fails to Deliver
If Northspec is unable to deliver agreed milestones within a reasonable timeframe and does not remedy the situation with written notice.
Deliverables Materially Fail Specification
If delivered work materially and demonstrably fails to meet the agreed written specification, and Northspec declines to remedy the defect within the 30-day warranty window.
Northspec Cancels Without Cause
If Northspec terminates the engagement without a valid cause as defined in the Service Agreement, prepaid amounts for undelivered scope will be refunded.
Retainer Cancellations
Retainer agreements are available exclusively to clients on Northspec-managed infrastructure. Monthly retainer payments are non-refundable once the billing cycle has begun.
Cancellation Notice
Retainers require 30 days written notice to cancel after the minimum commitment period. Fees for the current billing cycle at time of notice are non-refundable.
Unused Capacity
Unused hours or capacity within a billing cycle do not carry over, roll over, or convert to credit unless explicitly agreed in a separate written arrangement.
Minimum Commitment
Early cancellation within the minimum commitment period (typically 3 or 6 months) does not relieve the Client of payment obligations for that period.
Service Suspension, 30 Days Past Due
If a retainer invoice remains unpaid 30 days past its due date, all hosted services associated with the account will be suspended. No data will be deleted during this period.
Data Removal, 90 Days Past Due
Failure to pay in full within 90 days of the invoice due date will result in permanent removal of all client data from Northspec infrastructure. This action is irreversible. Northspec will make reasonable efforts to notify the Client before this threshold is reached.
Service Restoration
Upon receipt of the outstanding balance in full prior to the 90-day threshold, all services will be fully restored, typically within one business day. No reactivation fees apply beyond the overdue invoice amount.
Payment Disputes & Chargebacks
By engaging Northspec Studio's services, you agree not to initiate a chargeback or payment dispute with your bank or credit card provider without first contacting us directly to attempt resolution.
Resolution Process
Our Approach
We work collaboratively with clients throughout every engagement. Outcomes depend on communication, feedback, and the natural evolution of requirements during development.
Our goal is to deliver high quality systems and long term value. We address concerns through collaboration and iteration, not refunds.
If something isn't right, talk to us first. The vast majority of concerns are resolved through honest communication, and we are always willing to engage in good faith.
Requesting a Refund
To initiate a refund request, contact us with the following:
We aim to respond within 3 business days. Contact us at build@northspecstudio.com